Job description

Job responsibilities

Property and Facilities

Maintaining the smooth and effective operations of Star House by attending to minor repairs, installations, and refurbishment works;

Maintaining a clean, tidy, and serviceable environment at Star House, suitable for staff, tenants, stakeholders, and visitors;

Monitoring and periodic maintenance to ensure a safe working environment at Star House for staff, tenants, and service users;

The maintenance of estates and grounds, including the car park, ensuring all environments are fit for purpose and use;

Attending to (via FMConnect - facilities management system) ad hoc requests for furniture builds, equipment moves, small installations, refurbishment, and redecoration;

Conducting monitoring of service installations, such as completing meter readings and periodic testing for legal compliances;

Management of bespoke assets and facilities management systems (IT software) and spreadsheets to navigate requests and maintenance concerns;

Effective assets management, ensuring portable appliance suitability, and appropriate control of electrical equipment;

Setting up rooms and conference spaces, moving equipment and furniture, and the maintenance of a clean and tidy environment at Star House;

Assisting with preparations for events, conferences, and meetings at Star House;

Ensuring suitable waste management and attending to any related issues;

Completing appropriate administrative requests at the behest of the Facilities Officer;

Providing an excellent customer service to guests, stakeholders, our staff, and service users;

Demonstrating a commitment to continuous improvement by identifying areas for development, providing structured feedback, and working to improve Star House facilities provisions;

Supporting and leading environmental initiatives, such as monitoring electrical usage and waste output and suggesting methods for change;

Creating Standard Operating Procedures and helping to improve formal governance under direction from the Facilities Officer.

Health, Safety, and Environment

Conducting monitoring of service installations, spaces, and health and safety provision, equipment, and apparatus to ensure a safe working environment at Star House and legal compliance;

Fulfilling key roles for the provision of a safe environment, such as electrical inspection, portable appliance testing, assets management, fire marshalling, and properties inspection;

Completing appropriate administrative requests in the service of health, safety, and environment provision at the behest of the Facilities Officer;

Completing Risk Assessments after the right level of training and instruction;

Completing CoSHH assessments and legal requirements under the guidance of the Properties and Facilities team;

Reporting RIDDOR where applicable.

All staff are expected to:

Promote equality of opportunity and take every opportunity to eliminate discrimination in their work;

Take reasonable care with regard to him/her/them as well as for any colleagues or visitors who might be affected by any act or failure to act by the post holder in accordance with Health and Safety at Work;

Ensure that confidentiality around service users and staff members is maintained at all times;

Attend from time to time, training courses, conferences, and other meetings;

Meeting the requirement to maintain strict confidentiality and adhering to all relevant data protection measures.

Person Specification

Qualifications

Essential

• - To have or achieve level 1 English and Maths and to have taken level 2 English and Maths tests prior to completion of their Apprenticeship. (A)
• - A commitment to completing all vocational assessments and cconsidering personal goals and development that would help achieve them. (A, I)

Desirable

• Level 2 English and Maths (A)

Experience

Essential

• Ability to promote and uphold Sheffield Futures core values and guiding principles to internal and external customers, young people and colleagues (I)
• Basic computer literacy, including familiarity with Microsoft programmes, spreadsheets, and email (A, I, T)
• Confident to respond to telephone, email, and verbal requests in a professional manner (A, I)
• Comfortable with manual tasks and willing to learn how to use equipment to fulfil the remit of the role (A, I, T)
• Friendly, approachable, professional and non-judgemental manner (I)
• Ability to handle sensitive and confidential information in accordance with policies (I)
• Ability to work as part of a team and independently with support (A, I)
• Frequently and consistently communicate and work with others in the interest of helping customers efficiently (, I)
• Punctual and reliable (A, I)
• Good verbal and written communication skills (A, I, T)
• Ability to listen, gather information and communicate appropriately face to face and over the telephone in a professional, courteous and confident manner (I)
• The ability to stay calm in challenging situations (I)
• Able to manage own time, demonstrate the appropriate level of initiative, and prioritise tasks (A, I, T)
• Able to follow appropriate instructions and complete work in a timely and efficient manner (A I, T)

Desirable

• A knowledge of Sheffield Futures and the services it provides (I)
• Experience of using facilities management software and/or bespoke IT systems (A, I)
• Demonstrable experience of using power tools and completing any level of assembly or installation (I, T)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Sheffield Futures

Address

Sheffield Futures

Star House

43 Division Street

SHEFFIELD

S1 4GE

United Kingdom

Employer's website

https://www.sheffieldfutures.org.uk (Opens in a new tab)

Job description

Job responsibilities

Reception

Provide a welcoming and professional service for both Sheffield Futures and tenants, including notifications of arrival.

Act as a first point of contact for those currently using our service, or those wishing to.

Answer telephone calls promptly and direct enquiries appropriately.

Respond to general email and in person enquiries and pass messages to relevant colleagues or signpost as appropriate.

Ensure good working practices are maintained in the building, ensuring all visitors have signed in and are provided with appropriate access while bearing in mind security and GDPR issues.

Undertake training and staff development to provide any necessary cover to maintain minimum administrative staffing levels within Star House.

Ensure the front-of-house area is orderly, safe and welcoming.

Preparing meeting rooms and refreshments

Administration

Monitor and respond to emails received in the Enquiries; Reception and Central Admin Service Requests inboxes and updating records as appropriate.

Assist with the management and maintenance of the internal room booking system.

Receive and distribute postal deliveries.

Accurately input and update referral data on Charity Log for services as required, including Door 43 inputting on a daily basis in preparation for weekly allocation meetings

Gather extra information from clients and referrers to aid allocations process.

Communicate the outcome of allocation meetings to the referrer and client, and record the actions taken.

Book triage appointments for Door 43 clients and manage weekly drop-in appointments.

Support the Senior Administrator to ensure Star House is a safe, clean and welcoming environment

Carry out other general administrative duties as required and directed.

All staff are expected to:

Promote equality of opportunity and take every opportunity to eliminate discrimination in their work.

Take reasonable care with regard to him/her/them as well as for any colleagues or visitors who might be affected by any act or failure to act by the post holder in accordance with Health and Safety at Work.

Ensure that confidentiality around service users and staff members is maintained at all times.

Attend from time to time, training courses, conferences, and other meetings.

Person Specification

Qualifications

Essential

• To have or achieve level 1 English and Maths and to have taken level 2 English and Maths tests prior to completion of their Apprenticeship. (A)
• A commitment to completing all vocational assessments and cconsidering personal goals and development that would help achieve them. (A, I)

Desirable

• Level 2 English and Maths (A)

Experience

Essential

• Ability to promote and uphold Sheffield Futures core values and guiding principles to internal and external customers, young people and colleagues (I, T)
• Basic computer literacy (A, I, T)
• Confident to answer and screen telephone calls and direct them to the right person or department (I, T)
• Demonstrate a commitment to a career in customer services (A, I)
• Friendly, approachable, professional and non-judgemental manner (I)
• Ability to handle sensitive and confidential information in accordance with policies (A, I)
• Ability to work as part of a team and independently with support (A, I, T)
• Frequently and consistently communicate and work with others in the interest of helping customers efficiently. (I)
• Punctual and reliable (A, I)
• Good verbal and written communication skills (A, I, T)
• Ability to listen, gather information and communicate appropriately face to face and over the telephone in a professional, courteous and confident manner (I, T)
• The ability to stay calm in challenging situations (I)
• Able to manage time and prioritise tasks (A, I, T)
• Able to follow instructions and complete work accurately (A, I, T)

Desirable

• A knowledge of Sheffield Futures and the services it provides. (I, T)
• Experience and skills in the use of Microsoft Office particularly Excel, Outlook and Teams (A, I)
• Experience of office administration and customer service, volunteering or work experience (A, I)
• An understanding of GDPR/Data Protection requirements (A, I)
• Previous experience of working in a team and independently (A, I)
• Experience of communicating face to face, over the telephone and in writing with the general public in busy situations (A, I)
• Experience of working to deadlines and deal with conflicting priorities (A, I, T)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Sheffield Futures

Address

Sheffield Futures

Star House

43 Division Street

SHEFFIELD

S1 4GE

United Kingdom

Employer's website

https://www.sheffieldfutures.org.uk (Opens in a new tab)